Google Sheets - OpenText Information Archive Integration and Automation

Common Integration Use Cases Between Google Sheets and OpenText InfoArchive

1. Legacy System Decommissioning Data Inventory and Archiving

Flow: Google Sheets to OpenText InfoArchive

Business teams use Google Sheets to build and maintain an inventory of legacy applications, tables, reports, and file shares scheduled for retirement. Each row can capture system name, data owner, retention class, legal hold status, and migration priority. Once validated, the structured inventory is used to drive archiving jobs or bulk ingestion into OpenText InfoArchive.

Business value: Creates a controlled, auditable process for retiring legacy systems while preserving required records for compliance and future access.

2. Retention Schedule Review and Approval Workflow

Flow: OpenText InfoArchive to Google Sheets and back

InfoArchive can export retention metadata, disposition dates, and archive status into Google Sheets for legal, records management, and compliance teams to review. Stakeholders can update disposition decisions, flag exceptions, or request holds in Sheets, then the approved changes are synchronized back to InfoArchive for execution.

Business value: Improves governance over retention and disposition decisions while keeping non-technical reviewers in a familiar collaboration tool.

3. Archive Load Preparation for Structured Data

Flow: Google Sheets to OpenText InfoArchive

Teams often prepare structured datasets in Google Sheets before archiving them, such as customer records, invoice summaries, project logs, or operational extracts. Sheets can be used to clean, normalize, and validate fields before the final dataset is transferred into InfoArchive as a compliant archive package.

Business value: Reduces ingestion errors and rework by allowing business users to validate data before it enters long-term retention storage.

4. Archived Record Search and Exception Handling

Flow: OpenText InfoArchive to Google Sheets

When business users need a working list of archived records for audit, litigation support, or internal investigation, InfoArchive can export search results into Google Sheets. Teams can annotate records with case numbers, reviewer comments, or follow-up actions, then return the completed worksheet to records management for tracking.

Business value: Speeds up exception handling and audit response by enabling collaborative review without direct access to the archive system.

5. Compliance Reporting and Audit Evidence Collection

Flow: OpenText InfoArchive to Google Sheets

InfoArchive can provide archive counts, retention status, disposition history, and access logs to Google Sheets for compliance reporting. Finance, legal, and audit teams can combine this data with other operational metrics, add commentary, and prepare evidence packs for regulators or internal auditors.

Business value: Simplifies audit preparation and improves transparency into retention and disposition controls.

6. Data Classification and Archiving Decision Support

Flow: Bi-directional

Business teams can maintain classification rules in Google Sheets, such as record type, sensitivity level, retention period, and archive eligibility. InfoArchive can then return processing results, such as successfully archived items, rejected records, or items requiring manual review. The sheet becomes a shared control point for refining classification rules over time.

Business value: Supports consistent archiving decisions and helps teams continuously improve data classification quality.

7. Controlled Access Request Tracking for Archived Content

Flow: OpenText InfoArchive to Google Sheets

When users request access to archived records, InfoArchive can send request details into Google Sheets for business approval, legal review, or fulfillment tracking. The sheet can track requester, justification, approval status, SLA dates, and fulfillment notes before the request is completed in InfoArchive.

Business value: Provides a lightweight operational workflow for managing archive access requests with clear accountability.

8. Periodic Archive Reconciliation and Quality Checks

Flow: OpenText InfoArchive to Google Sheets and back

InfoArchive can export archive manifests, record counts, and checksum or metadata summaries into Google Sheets for reconciliation against source systems or migration batches. Operations teams can identify missing records, duplicates, or metadata mismatches in the sheet and feed corrections back into archive processing or remediation workflows.

Business value: Improves archive integrity and reduces compliance risk by making reconciliation visible and easy to manage across teams.